Senior Project Assistant

Job summary

We are looking to recruit an enthusiastic and motivated Band 4 Senior Project Assistant to support the delivery of the Women's Health Hub programme and the Partnerships team's portfolio of work for the NHS Derby and Derbyshire Integrated Care Board. The role is a twelve months fixed term contract or secondment. Experience of working on projects is desirable.

This position will be agile working with a base in Derbyshire, with the opportunity for some home-working.

The successful candidate will support day to day admin tasks for the Project Manager and Head of Partnerships, with occasional support for the Assistant Director.

The Senior Project Assistant will be responsible for assisting in project planning, arranging and supporting operational and strategic meetings, coordinating project documentation, following up on actions, collating information and data, and acting as the first point of contact for enquiries for the Women's Health Hub programme.

Candidates will be required to support meetings both in person and using MS Teams, be able to travel between sites within Derbyshire, and occasionally to neighbouring counties, be well organised, have a good working knowledge of MS Office applications, and willingness to learn additional IT programmes and tools.

Please seek approval from your line manager/employer before making a secondment application

Interviews will be held on 14th August

Main duties of the job

The post holder will be a highly motivated and enthusiastic individual to provide and coordinate work to ensure actions are completed and delivered against demanding deadlines and timescales. This is a key role specifically focused on the Women's Health Hub programme.

Support the Women's Health Hub programme with the management of projects, gathering information and undertaking enquires as and when is necessary.

Provides administrative support to the project manager of the Women's Health Hub programme; and resolves day-to-day programme problems independently.

Acts as the first point of contact for enquiries for the Women's Health Hub programme.

Maintains project library, database and resources.

Assists in project planning;

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager;

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

About us

NHS Derby and Derbyshire Integrated Care Board (ICB) is the health statutory body for the Derby City and Derbyshire population. ICSs are partnerships of health and care organisations that come together to plan and deliver joined-up services and to improve the health of people who live and work in their area. Serving a total population of 1,053,000 with a budget of over £ billion the ICB has a staff base of approximately 500 people.

At DDICB we are passionate about making diversity and inclusion part of our DNA. We have staff engagement forums, a diversity and inclusion network run by and for our people and aim for a workforce demography representative of the local community. Together, we are building an inclusive culture, where difference is celebrated and people feel able to bring their whole self to work.

We are a disability confident employer and offer a range of family friendly, flexible working arrangements and inclusive employment policies, to support our people in the workplace.

Job description

Job responsibilities

PLEASE NOTE: To view the Job Description and Person Specification, please click ON APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site, you will need to register if you do not already have an account

Project Support

Input, data entry, monitor and check data to help keep track of projects;

Gather data and feedback from the system wide Women's Health Hub programme members in order to assist with the production of highlight reports;

Develop and collate programme-wide reports from the highlights reports produced and other information;

Compare a range of reports, facts, or data, making judgements and assessing solutions

Support members/teams in project management and participate in department events;

Organise and plan events, complex activities or programmes as necessary including producing and distributing any supporting information material;

Assists the project manager in the development and preparation of the overall project plan, plans key workstreams in relation to the project

Work with all team members in the collection of information for performance reporting on relevant Women's Health Hub projects;

Act as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously;

Supply the relevant information required for financial management, supporting the Women's Health Hub programme and team by checking and receipting invoices for payment. Order stationery as required;

Run and collate reports which may include reports to the Board and senior management as required;

Provide guidance and advice on relevant policies and procedures;

Develop and implement policies and propose changes to procedures for Women's Health Hub programme

Carry out other appropriate delegated duties as required.

General Administration

Acts as the first point of contact for enquiries for the Women's Health Hub programme by taking calls for the directorate when they are out of the office and expected to use their own initiative to deal with phone calls and messages;

Sorting and prioritising all incoming e-mail, distributing as appropriate and ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner;

Undertake administrative duties such as photocopying, organising meetings, etc;

Organising and planning events as necessary supporting information material;

Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team;

Prepare agendas, take minutes and distribute notes of meetings including typing up of group discussions and interviews as necessary;

Prepare and format documents (including Word and Excel);

Provide administrative support including when appropriate to all team members to support a range of department initiatives;

Work together with other senior administrator/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover senior administrator/PAs general duties on the base;

Participate in Research and Development activities as directed;

Carry out other appropriate delegated duties as required.

The post holder will be aligned to a specific team but may work across the Directorate depending on the current priorities.

Person Specification

Values

Essential

Demonstrate the behaviours that underpin the ICBs core value of 'One Team'

Knowledge, Training and Experience

Essential

Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience; Significant administrative/ secretarial experience including initiating and maintaining office systems; Demonstrable experience in dealing with the public and dealing with sensitive and confidential information; Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access; Understanding of Confidentiality and Data Protection Act; Knowledge of NHS issues. Standard keyboard skills

Communication skills

Essential

Ability to work under pressure in a busy working environment and able to multi-task; Effective team working;

Desirable

Minute taking

Equality and diversity

Essential

Understanding of and commitment to equality of opportunity and good working relationships.

Autonomy

Essential

Ability to work without supervision and ability to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.

Communication skills

Essential

Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users;

Other

Essential

Ability to maintain confidentiality and trust; Professional, calm and efficient manner; Commitment to continuing professional development; Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary; Ability to travel independently across the region and occasionally beyond.

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